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January 29th, 2020

Registration is an important element when organizing a successful event. But you, as an event planner know that online registration is much more than just sending out a simple e-mail invitation. Collecting attendee information and keeping track of registrations and cancellations can end up being a very time consuming task. 

Many event professionals stick to spreadsheets for the registration, but this can cost a lot of time as it requires a lot of detail and repetitive tasks. Using dedicated software will reduce the administrative work enormously and can be one of your biggest time-savers. It could also be smart to automate the process or outsource it to a registration partner to help you keep a clear overview.

Registration software

You want to have a single centralized database that you can refer to. When using different tools, there’s a challenge of difficulty in sharing data, unfortunately they don’t all speak the same language. But as you want to keep a good overview, you want all your eggs in one basket, an all-in-one solution to plan and manage your events. Also this would give the advantage to, when guests approve of course, invite guests from a previous edition to a new event.

Registration Design

No one likes those endless forms and just wants to sign up quickly, but at the same time you want to make sure you capture all necessary information. Good registration software offers you the possibility to use different forms of logic in a form to make sure that irrelevant questions are skipped. If your registrant indicates to come by plane, then there is no need to ask if he needs a parking spot, right? Also if you are sending out personal invitations it already helps to upload this database in the software already, so you can send out personalized invitations from here. In the invitation you can include a token, so that the receiver can access its personal registration form, already prepopulated with the information you already have. All to make the registration process as efficient as possible.


Of course, you, as the organizer, want to stay involved and be able to keep an overview and insights when needed. Most convenient is an online report tool that gives accurate information 24/7. You can use this as your dashboard to keep track of the different registrations. 

Human Factor

Registration is not only the software, the human factor is also important. With different types of registrations and complex schedules, it sometimes looks more like a Rubik’s Cube. But when a registrant has specific questions or keeps getting error messages, it is great to have some human support. You try to tackle most of these challenges already in the setup of the online registration, but most guests appreciate a quick answer to their personal questions. Set up a dedicated e-mail address for such questions and have a dedicated secretariat team to respond to these questions to avoid that you will lose frustrated registrants that do not complete their registration.

GDPR compliance

Since May 2018 it also all needs to be GDPR compliant. Do you treat your data carefully? It’s important to have a process in place of how you will treat the data of your applicants. We understand the complexity of this process and therefore make use of powerful data privacy tools to make sure that personal information is protected and anonimized or removed when no longer needed.

Onsite registration

Do guests also need to register onsite, to get their badge or to sign up for accreditation points? For a small group of guests you can preprint the badges or use a printed guest list, but for larger groups this is challenging. At larger events you can set up scan stations where a barcode scanner will scan the eticket of the guest. If required this can be connected to a badge printer, so the up to date information is printed on the badge. No need to man every station when it is set up for self scan, but always make sure you have some hostesses around to troubleshoot any challenges and answer ad hoc questions. For large events also allow for a separate registration desk aside the self checkin lanes where new registrations can be taken and the more complex questions can be answered.